Scan-to- Email
To configure your scanner or multifunction device to send emails using Microsoft 365's SMTP service, you have three primary methods to choose from:
SMTP Client Submission (Authenticated SMTP): This method requires the device to authenticate with Microsoft 365 using a licensed mailbox's credentials.
Server Address:
smtp.office365.comPort: 587 (recommended) or 25
Encryption: TLS/StartTLS enabled
Authentication: Microsoft 365 username and password
Ensure that SMTP AUTH is enabled for the mailbox you're using. Note that devices must support TLS 1.2 or later.
Microsoft 365 SMTP Relay: Ideal for devices that need to send emails to external recipients without using a licensed Microsoft 365 mailbox. This method requires setting up an inbound connector in Microsoft 365.
Server Address: Your domain's MX endpoint (e.g.,
contoso-com.mail.protection.outlook.com)Port: 25
Encryption: TLS optional
Authentication: Static IP address or TLS certificate
This method allows sending from any email address within your organization's accepted domains.
Direct Send: Suitable for devices that only need to send emails to internal recipients within your organization.
Server Address: Your domain's MX endpoint
Port: 25
Encryption: TLS optional
Authentication: None required
This method doesn't require a Microsoft 365 mailbox but is limited to internal email delivery.
General Steps to Configure Your Device:
Access Device Settings: Navigate to the email or network settings on your scanner or multifunction device.
Enter SMTP Server Details: Input the appropriate SMTP server address and port based on your chosen method.
Enable Encryption: Ensure TLS or StartTLS is enabled if required.
Provide Authentication Details: If using SMTP Client Submission, enter the Microsoft 365 email address and password. For SMTP Relay, ensure your device's IP address or certificate matches the connector settings in Microsoft 365.
Test the Configuration: Send a test email to verify that the setup is functioning correctly.
For detailed guidance, refer to Microsoft's official documentation on setting up devices to send email using Microsoft 365.
If you encounter issues, ensure that your device supports the necessary authentication and encryption protocols. Additionally, verify that your network or ISP doesn't block the required SMTP ports. For troubleshooting, consult Microsoft's guide on fixing issues with printers and scanners that send email using Microsoft 365.